Acadsys Docs | Roles and Permissions

This page describes the built-in roles. Your organisation may have configured custom roles — contact your Administrator for details.

Role Overview

Role	Description
Administrator	Full system access. Manages users, settings, workflows, and all data.
Accountant	Processes and exports documents. Manages GL entries and accounting configuration.
Approver	Approves and rejects documents, orders, and requests routed to them.
Submitter	Creates and submits documents, invoices, orders, and requests.
Viewer	Read-only access to documents explicitly shared with them.
Supplier	External portal user. Can submit documents via the Supplier Gate only.

A user can have multiple roles simultaneously (e.g., Submitter + Approver).

Action	Administrator	Accountant	Approver	Submitter	Viewer
Upload document	✓	✓		✓
View own documents	✓	✓	✓	✓
View all documents	✓	✓*
Edit document fields	✓	✓		✓
Submit for approval	✓	✓		✓
Approve / Reject	✓		✓
Export to accounting	✓	✓
Delete document	✓
Share document	✓			✓
View shared document	✓	✓	✓	✓	✓

* Accountants see documents in Approved state and later only.

See the dedicated Document Access Management page for a full explanation of who sees which documents.

Action	Administrator	Accountant	Approver	Submitter
Create invoice	✓	✓		✓
View invoices	✓	✓	✓*	✓*
Edit invoice	✓	✓		✓
Approve / Reject	✓		✓
Create credit note	✓	✓		✓
Mark as paid	✓	✓
Export	✓	✓

* Only invoices in their approval chain or submitted by them.

Action	Administrator	Accountant	Approver	Submitter
Create order	✓	✓		✓
View orders	✓	✓	✓*	✓*
Approve / Reject	✓		✓
Download PDF	✓	✓	✓	✓
Close / Cancel	✓			✓

* Only orders in their approval chain or created by them.

Action	Administrator	Approver	Submitter
Create request	✓		✓
View requests	✓	✓*	✓*
Approve / Reject	✓	✓
Convert to order	✓		✓
Download cover sheet	✓	✓	✓